If you're navigating the complexities of hybrid work, an Integrated Workplace Management System (IWMS) is a game-changer.

Companies today use only 60% of their office space on average, according to CBRE. That unused space? It's eating into your budget and frustrating your team. Add the pressure to support flexibility and cut costs, and it’s clear: traditional tools aren’t built for today’s workplace.

This guide will show you how IWMS can help you reduce costs, improve space utilization, and streamline your data-driven decisions.

What is an IWMS?

An Integrated Workplace Management System (IWMS) is a centralized software platform that combines tools for space management, real estate, assets, space utilization, sustainability, and more. Think of it as mission control for operational efficiency.

But here’s the shift: IWMS is no longer just for corporate real estate managers juggling massive portfolios. It’s becoming an essential tool for facility management looking to:

• Support hybrid work
• Reduce real estate costs and lease administration
• Automate facility maintenance
• Simplify asset management
• Improve employee experience and workflows
• Space optimization for every square foot

According to Verdantix, over 70% of enterprise leaders say better office utilization is a top priority post-pandemic. IWMS software is how you get there. McKinsey also reports that companies optimizing workplace experience see up to a 20% increase in employee performance.

The 5 core capabilities of an integrated workplace management system

Before you choose an IWMS software solution or evaluate its impact, it helps to understand what it does.

An integrated workplace management system is a connected system of features that streamline how you manage space, people, and workplace operations from one place.

From optimizing desk usage to tracking sustainability metrics, here are the five core areas where an IWMS solution delivers real impact:

1. Space & workplace management

Space is your company’s second-largest expense after payroll. Why leave it to guesswork?

IWMS transforms how you manage workspaces with intelligent scheduling, real-time occupancy analytics, and space optimization dashboards. You can track who’s using what, when, and how often, and act on that data to redesign your office around functional areas.

Think: less wasted space, more collaboration zones, better desk-to-employee ratios, and seamless hot desking.

2. Prioritize integration

Your IWMS software system should seamlessly connect with the systems and platforms your team already uses. That means facility management software, communication tools like Slack and Teams, badge access control, and any existing room or desk booking solutions.

Action steps:

• Map out your current workplace tech stack and identify all tools that Facilities, HR, IT, and employees use—such as scheduling apps, badge systems, help desk software, and environmental controls.
• Interview department heads to understand how each system is used and where integration could unlock new value.
• Prioritize platforms that offer robust APIs, webhooks, or native integrations to ensure smooth data sharing.
• Schedule a review with IT to assess security, data governance, and integration feasibility.

3. Focus on change management

Even the best software can fail without the right adoption strategy. IWMS impacts multiple teams, so early engagement and communication are critical. Your goal is to build alignment, not just compliance.

Action steps:

• Involve stakeholders from HR, IT, Facilities, and Finance in decision-making. Their early input helps tailor the IWMS software to the unique needs of each team and builds trust from the outset.
• Identify internal champions to lead initiatives in each department. These champions act as peer-to-peer educators and early adopters who can surface feedback and help drive internal momentum.
• Launch with a phased allocation rollout, starting with one department or location. Use this pilot to gather insights, resolve friction points, and build a success story that encourages company-wide adoption.
• Offer clear onboarding resources, team training, and real-time support throughout the transition. Consider live walkthroughs, training modules, how-to videos, and FAQ docs tailored by role (e.g., HR vs. Facilities) to reduce confusion and boost confidence.

FAQs

1. What is IWMS?
   An IWMS is software that combines the tools you need to run, optimize, and adapt your workplace: portfolio management, facilities, leasing, sustainability, and beyond. It's the digital backbone for smart, responsive real estate operations.
2. How does IWMS support hybrid work?
   Hybrid work adds complexity: more mobility, less predictability, and a wider footprint. IWMS platforms provide the tools to manage booking systems, analyze space utilization, and ensure employees have what they need—wherever they work. It also enables better coordination across distributed teams and real-time adjustments as usage patterns change.
3. What are the top benefits of IWMS?

• Space utilization: Understand how your offices are used and right-size accordingly.
• Cost savings: Cut spend on unused space, energy inefficiencies, and manual processes.
• Employee experience: Make it easier for people to navigate the workplace—book a desk, find a teammate, or request services from their phone.
• Sustainability: Track energy usage, emissions, and ESG metrics in real time—and act on them.

4. Who typically uses IWMS software?
   While IWMS software started as a tool for real estate and facilities managers, it’s used by workplace teams, IT, HR, operations leaders, and even finance. As workplace strategy becomes more cross-functional, IWMS is becoming essential across departments.
5. How do you know if you’re ready for IWMS?
   If you’re managing multiple offices, have a hybrid workforce, or are struggling with underused space, manual maintenance tracking, or disconnected systems, it’s time. A quick space audit and tech stack review will often reveal how much operational inefficiency an IWMS system can help fix.
6. Is IWMS the same as CMMS?
   Computerized maintenance management systems (CMMS) and IWMS platforms are used for different purposes: IWMS focuses on workplace operations and CMMS is designed to manage maintenance-related functions, like preventative maintenance scheduling. Additionally, there is computer-aided facility management (CAFM), which focuses on space and asset management. These systems are ideal for smaller businesses that don’t need complex management software. CAFM programs usually extend over multiple platforms rather than a single platform.

Ready to build a smarter workplace?

The right tools can make or break your ability to adapt to the hybrid work environment. With platforms like Gable seamlessly integrating into IWMS, businesses can cut costs, improve space utilization, and support a more engaged, flexible workforce.

Whether you’re optimizing your HQ, reducing your real estate footprint, or offering employees more choice in how and where they work, now is the time to act.